What do you need for a photo lecture?

A photo lecture needs more than a projector and chairs. You also need a reliable connection setup, coffee service, drinks, catering tableware and a simple registration point. Plan supplies for the number of registered visitors, then add a small buffer for late arrivals and replacements. Check presentation connections and microphone batteries before the day, because missing adapters or too few cups are common last-minute problems.

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What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Chairsqty 55
Tablesqty 8
Registration desk
Presentation table
Buffet tablesqty 3
Stoolsqty 6

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
HDMI adapterqty 2
Wireless microphone
Speakerqty 2
Extension cordsqty 4
Power stripsqty 4

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Serving traysqty 6
Serving spoonsqty 6

Tableware

Coffee cupsqty 60
Glassesqty 60
Platesqty 60
Cutlery setsqty 60
Coffee spoonsqty 60
Sugar bowlsqty 4

Decorations

Tableclothsqty 8
Name badgesqty 60
Pensqty 12
Program flyersqty 60
Photo prints for exhibitionqty 20
Photo framesqty 20
Photo holdersqty 20

Lighting

Table lampsqty 4
String lightsqty 3

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2
Spongesqty 6
Cleaning clothsqty 12
Dish brushesqty 3
Hand soap dispensersqty 3

Catering

Groceries
- Coffee - 3 packs
- Tea - 4 boxes
- Herbal tea - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 packs
- Sweetener - 1 box
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Lemons - 12 pieces
- Sparkling water - 4 bottles
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Butter - 1 kilo
- Young cheese - 2 kilos
- Hummus - 8 tubs
- Herb cream cheese - 6 tubs
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilos
- Bell peppers - 12 pieces
- Carrots - 3 kilos
- Grapes - 4 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Nut mix - 2 kilo
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Olives - 4 jars
- Banana bread - 6 pieces
- Mini wraps - 120 pieces
- Chicken salad - 3 kilo
- Pasta salad - 4 kilo
- Potato salad - 3 kilos
- Green salad - 4 kilos
- Focaccia - 8 pieces
- Pesto dressing - 4 bottles
- Yogurt dressing - 4 bottles
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Vegan wraps - 30 pieces
- Vegan toppings - 1 kilo
- Gluten-free crackers - 4 packs
- Gluten-free bread - 3 loaves
- Trash bags - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 3 bottles
- Napkins - 300 pieces

Tips

Plan roughly 2–3 drinks per person for the first hour, then 1–2 drinks per person for each additional hour. Chill them in coolers before guests arrive.
For coffee, allow 2 cups per person for a short lecture and 3 cups for an evening programme. Prepare extra coffee spoons, sugar bowls and at least 10% more cups than the registration count.
Bring the exact laptop connection your projector needs, including an HDMI cable and the correct adapter. Test the presentation on the actual laptop at least 24 hours before the lecture.
Prepare one name badge and one working pen per visitor, plus 10% spare badges and pens. Keep the printed participant list at the registration desk for checking arrivals.
Set aside at least 30 minutes before opening for the projector, screen, microphone, speakers and power strips. Pack extension cords as well; venue sockets are often farther from the presentation table than expected.

Frequently asked questions

What should I buy for a photo lecture?: Buy drinks, coffee, cups, glasses, plates, cutlery, coffee spoons, sugar and catering supplies for the registered number of visitors. Also prepare name badges, pens and any missing presentation connections, such as an HDMI adapter.
How many drinks do I need for a photo lecture?: Allow 2–3 drinks per person during the first hour and 1–2 per person for every following hour. Add around 10% extra so you are covered for late arrivals and spills.
How much coffee should I prepare for a lecture?: Plan 2 cups per person for a short session and 3 cups per person for an evening programme. Keep at least 10% extra cups and enough thermos flasks or kettles to serve everyone without a long queue.
When should I test the projector and microphone?: Test the projector, laptop, HDMI connection, microphone and sound at least 24 hours beforehand. Run the complete setup again 30 minutes before doors open, including power strips and extension cords.

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